Job purpose

To provide assistance with administrative tasks for 8-koi; a diverse Florida based service and consulting company that has been providing outstanding results for our clients for over 25-years now.

Duties and responsibilities

• Perform Reception duties:
  • Greet visitors, ensure sign-in, offer beverage and seating
  • Answer phones and operate a phone system
  • Route calls; take and relay messages
  • Coordinate and distribute mail in/out of office
  • Coordinate office activities
  • Send and receive email, correspondences, facsimiles
  • Answer queries about 8-koi
  • Assist with Administrative requirements:
    • Maintain calendars and schedules
    • Maintain and track action items/taskings as assigned
    • Perform basic bookkeeping, filing, and clerical duties
    • Data entry of purchases
    • Make hard copies of documents, briefings, and other materials as required
    • File documents both hard copy and electronically
    • Maintain office supplies
    • Perform hosting duties (make coffee, set out food, lunch orders, et. al)
    • Run company’s errands
    • POC for shipping of materials/supplies
    • Assist with Information Systems hardware and software maintenance
    • Ensure antivirus and malware detection are not disabled and up to date
    • Load/remove/update I-phone applications and settings
    • Perform building maintenance upkeep
    • Ensure common areas are neat and tidy
    • Clean building floors, as necessary by sweeping, mopping, scrubbing, or vacuuming
    • Gather documents for shred and empty trash/shredder
    • Service, clean, and supply restrooms and break room, (particularly before and after meetings)
    • Dust furniture and fixtures in common areas (particularly before and after meetings)
    • Coordinate and schedule maintenance when required
    • Assist personnel as required to complete assigned effort and tasks

Qualifications

• Must be able to obtain US Government Secret Security Clearance
• Familiar with the Microsoft office suite and ability to create reports, spreadsheets, and presentations, labels using these tools
• Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers
• Must have excellent communication, phone etiquette, customer service and people skills, as well as be able to multitask and stay organized
• Ability to multi-task and work independently, and have a sharp attention to detail
• Possess excellent penmanship
• An background in finance or accounting is preferred

Working conditions

Working conditions are within a normal office environment.

Physical requirements

Normal office environment mobility; sitting, walking, bending, stooping, standing, lifting a maximum of 25 pounds (greater than 25 pounds requires a two-person lift), turning, pushing. Normal office dexterity, to include; reaching, handling, grasping, to include typing/keyboard, and phone use.